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What Should I Do If There Are Issues With Payment Processing Through SAM?

 

 

If you encounter issues with payment processing for federal contracts or grants secured through the System for Award Management (SAM), it’s essential to take proactive steps to address and resolve these issues. Payment issues can arise for various reasons, but prompt action can help ensure that you receive the payments you are entitled to. Here’s a guide on what to do if you encounter payment processing problems:

  1. Review the Award Agreement:
    • Start by carefully reviewing the terms and conditions outlined in the award agreement. Ensure that you are in compliance with all invoicing, reporting, and performance requirements.
  2. Contact the Contracting or Granting Officer:
    • Reach out to the contracting or granting officer or the designated point of contact at the federal agency responsible for the award. This individual can provide guidance and assistance in resolving payment issues.
  3. Clarify Invoicing Requirements:
    • Ensure that your invoices meet all requirements specified in the award agreement. Verify that you are submitting invoices to the correct office or point of contact.
  4. Check for Discrepancies:
    • Review your submitted invoices and the agency’s records for any discrepancies or errors. If discrepancies are found, work with the agency to reconcile the records.
  5. Inquire About Payment Status:
    • Request information about the status of your payment. Federal agencies may have specific processing timelines, so it’s essential to understand where your payment stands in the process.
  6. Document Communications:
    • Keep a record of all communications related to the payment issue, including emails, phone calls, and correspondence with agency representatives.
  7. Follow Agency Procedures:
    • Federal agencies often have established procedures for resolving payment disputes. Follow the agency’s procedures for dispute resolution, if available.
  8. Seek Mediation or Assistance:
    • If you are unable to resolve the payment issue directly with the federal agency, consider seeking mediation services or assistance from the Small Business Administration (SBA) or other relevant agencies.
  9. Review Federal Regulations:
    • Familiarize yourself with federal regulations governing payment processing for contracts or grants. Understanding your rights and responsibilities can be helpful in resolving issues.
  10. Maintain Professionalism:
    • Maintain professionalism and open communication throughout the process. Resolving payment issues often requires collaboration and cooperation between the recipient and the federal agency.
  11. Escalate the Issue if Necessary:
    • If efforts to resolve the issue are not successful at the agency level, consider escalating the matter to higher-level agency officials or legal counsel if appropriate.
  12. Consider Legal Remedies:
    • In cases where payment issues remain unresolved, you may need to explore legal remedies, such as filing a claim or dispute through established legal channels.

It’s important to address payment issues promptly to avoid disruptions to your business operations and financial stability. Keep in mind that patience and persistence may be necessary, especially when dealing with large federal agencies. Seeking guidance from legal counsel or consulting with relevant advocacy organizations, such as the Small Business Administration, can be valuable if issues persist.

Remember to maintain accurate records of all communications and documentation related to the payment issue, as this can be essential if further action or dispute resolution becomes necessary.

 

Need Help?

Contact the FPR Help Desk through the following methods:

  • Phone: 1-866-717-5267 (toll-free)
  • Email:¬†help@federalprocessingregistry.com

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Take the First Step by Clicking Below:
https://federalprocessingregistry.com/register-online/

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